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Florida Gulf Coast University

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Policy/Procedures

Network Policies

  • Only official university business related data may reside on University owned computers, laptops, and network storage. 
  • Using University Resources for the exchange of pirated software or any other illegal activity is prohibited
  • A user account will be locked out after three bad log-on attempts to the network
  • The lockout duration of the account will be 30 minutes. Users can contact Business Technology Services - Helpdesk to unlock the account.

Network and Email Account Policies

  • Network login and Email account creations must be requested through the FGCU Help Desk (590-1188) or through the web based account request forms found on the BTS website.
  • Network accounts must be requested by the designated departmental contact also known as the Authorized Account Requestor.  Please see the BTS website for a list of Authorized Account Requestors.
  • A one week notice is required to set up a new network/Email account.
  • Employees must request clearance from Network Services when they are leaving the university, the AAR for the department is responsible for closing OPS and Adjunct accounts.
  • An account assigned to an individual by the Network Group must not be used by others. The individual is responsible for the proper use of the account, including password protection. The individual must take all reasonable precautions, including password maintenance to prevent use of their account by unauthorized persons
  • A user account will be disabled if the employee is transferring to another department. The employee’s new departmental contact must request account reinstatement from the FGCU Help Desk
  • A user account will be closed and all access removed if an employee terminates his/her employment.  Accounts are permanently deleted after 1 year.
  • OPS Student Workers and Adjunct accounts expire after the end of each semester.  Currently the expiration dates used are 5/15, 9/5, and 1/8.
  • OPS Student Workers can only be extended for one semester at a time.
  • Adjuncts and non-student worker OPS employees can be extended for 1 year at a time.
  • Guest accounts or anonymous accounts are not allowed.
  • Passwords must be at least 15 characters long
  • Each user is responsible for remembering his/her own password. If the user forgets his/her password, Business Technology Services Helpdesk can reset it 590-1188
  • Password changes are effective immediately

Email Policies

  • The Business Technology Services Department of Florida Gulf Coast University will make every possible attempt to provide a full range of email functionality for the purposes of conducting University communications
  • FGCU email is for official University business only.

Mailbox and Attachment Sizes

  • Faculty and staff will be given 1000 MB of disk space on the Exchange Server for storage of their email. A warning will be sent out when the mailbox reaches 95% of capacity. When the 100% capacity limit is reached, you will be unable to send mail, and when the 105% limit is reached, you will be unable to send or receive mail.
  • Faculty and staff are encouraged to create an Outlook personal folder on their local hard drive for additional email storage and organization, but need to be aware that they will assume complete responsibility for the backup of these files
  • External devices should not be used to store PST’s or any university documents.
  • Users should back their PST up to their departmental share folder at least once a week.
  • If personal folders are given a password by the user, the administrator cannot recover your personal folder file if the password is forgotten, resulting in all the data in that file becoming inaccessible. Personal folders can be created locally without a password and can be accessed by anyone who has access to your computer either by direct use of your computer or through file sharing on the network.
  • Faculty and staff will be limited in the size of the messages that they are allowed to send. This limit will be 30 MB.
  • Items that will need to be referenced by multiple individuals can be accessed through the departmental share folders or cross departmental folders.

Email Security Policy
Using another person’s account for network access
You are NOT allowed to share network and email accounts. You will be held liable for any malicious or inappropriate actions that are tracked to your account.
Improper Use Statement

  • The following are considered to be improper usage of university email and as such are prohibited:
  • Chain letters - A letter generated in such a manner as to evoke the sending of an increasing number of email messages
  • Harassing or hate-mail - Any threatening or abusive e-mail sent to individuals or organizations that violate university rules and regulations
  • Spamming or HOAX - The transmission of email messages of which the intention is to bombard an Email server to potentially cause that server to crash
  • Bombardment - Sending an email transmission whether inside or outside of the FGCU system such that it evokes others to transmit email messages which consequently bombard this university’s or any other email system
  • Junk mail - Unsolicited e-mail that is not related to university business and is sent without a reasonable expectation that the recipient would welcome receiving it and
  • False identification - Any actions that defraud another or misrepresent or fail to accurately identify the sender.

All Staff (A&P, USPS), All University Faculty and Staff, and All Faculty Lists

  • NO "All Faculty/Staff" list will be maintained for public use.
  • You must be a member of the permitted senders group to be able to send email to the All University Faculty and Staff, All Staff (A&P, USPS) and All Faculty lists.
  • If a user needs to be added to the All University Faculty & Staff or All Staff (A&P, USPS) lists, they must request access through the Vice President of Administrative Services.
  • If a user needs access to the All Faculty list, they must request access through the Provost.
  • You are not required to be a member of the permitted senders group to send email to the All Adjunct list.

FGCU Spam Filtering

  • FGCU’s Business Technology Services department provides all faculty and staff with a hardware spam filter to help reduce the amount of junk mail being delivered to campus.
  • Every user with an account on the spam filter will be able to control how the filter is configured individually by white-listing or black-listing specific email addresses.
  • If spam filtering is not wanted, any user may opt out of it by connecting to their quarantine inbox and disabling spam filtering in the preferences page.

Inactive Accounts
Network services will close accounts that have not been renewed 30 days after the account has expired.
Network Account Creations and Renewals

  • All account requests must be made by using our request form on the BTS website.
  • Only authorized account requestors may make these types of requests.
  • A list of departmental account managers can be found at our website.
  • A Dean/Director, Assistant Dean/Director, Associate Dean/Director or the current authorized account requestor must submit a work order to add or remove and authorized account requestor.
  • Deans and Directors are inherently account managers.

All main departments are allowed one departmental distribution list.

  • OPS Student Worker accounts will expire shortly after the end of each semester.  Currently the expiration dates for these accounts is 5/15, 9/5, and 1/8
  • OPS and Adjunct accounts expire yearly.  Depending when the account was created, these accounts will expire on 5/15, 9/5, and 1/8.
  • It is the responsibility of the departmental authorized account requestor to manage account extensions.

Mobile Services
FGCU supports mobile services for delivering email to mobile devices by using Exchange ActiveSync. Please contact our Helpdesk for a list of supported phones and providers.
Other Email Policies

  • All users are obligated to use email in a way that accurately identifies the sender and to use reasonable care to direct mail to the correct recipient. (Just like a postal box, once you mail a letter, it cannot be rescinded.)
  • The owner of the mailbox is the custodian of that account and is responsible for the content in that mailbox.
  • Forging email header information is prohibited. (Computer FRAUD law).

Network Printing

  • Business Technology Services will provide each department with network printer support and installation
  • Each department will provide maintenance and supplies for their own printer(s)
  • Network printing requests must be submitted to the FGCU Help Desk (590-1188)

Backups
The Network Group schedules enterprise-wide backups for all of the university’s administrative servers. The following table shows the backup schedule:

  • Daily backups of the servers are maintained for 2 weeks
  • Weekly backups of the Share Folders are maintained for 8 weeks
  • Weekly backups of Exchange are maintained for 4 weeks
  • Monthly backups of Exchange and the Share Folders are maintained for 1 year
  • Full - Full backups are done every Friday. These are followed by differential backups during the rest of the week.
  • Differential - Differential backups are done from Saturday to Thursday the following week.
  • Backup sets are stored in a fire-proof safe every other week.

The backup software does not back up files whose names contain invalid characters (" / \ : ; | = , + * ? < >). Backups do not backup open files. Files must be closed in order to have a successful backup.
Note: Business Technology Services is not responsible for backing up or restoring any files that are saved on desktop or laptop hard drives. If a workstation or laptop hard drive crashes and the user does not have a backup, files will be lost and may not be recovered.
Internet Access
FGCU currently maintains internet access for the entire campus as well as university housing.  FGCU is a proud member of the Florida Lambda Rail.  We currently have three connections to the internet.  BTS Network Services maintains two FLR connections to the internet.  Our primary FLR connection is a 1000 MB (1GB) connection to the internet via the Miami network access point (NAP).  Our secondary FLR connection is a 400 MB connection to the internet via the Tampa NAP.  We maintain a third internet connection via a 400 MB connection provided by Century Link. 
We maintain redundant Border Routers, firewalls, and internet connections to provide the faculty, students, and staff with the most robust and high speed access to the internet possible.
Computer Crimes Act
Unauthorized use of computing facilities is a crime under the Florida Computer Crimes Act (Chapter 815, Florida Statutes). Any suspected misuse of FGCU’s facilities should be reported to the Director of Business Technology Services. Any violation of the CCA will result in the cancellation of your computer account, and all relevant information will be turned over to the University Police Department. Information on the Florida Computer Crimes Act and a summary of the penalties referenced by the Act can be obtained from the Internet. Chapter 815 computer-related crimes.